Procurement Service

 

 

Congratulations on Your Brownfield Grant Award!

Now that you have a brownfield grant, one of your first tasks is hiring a QEP to help you implement the grant’s scope of work. You may be anxious to get your project moving as soon as possible, but…Don’t Rush This Important Step!

We recommend you take your time to prepare an excellent Request for Proposal (RFP). This will ensure you don’t inadvertently violate federal rules, which can have serious consequences.  Moreover, a good RFP will tell prospective QEPs that you know how to run a good project and encourage them to submit proposals. If this is your first time procuring the services of an environmental professional, the process may seem overwhelming.  Fortunately, there are numerous resources available to help.

UConn TAB can provide several services to help you with your procurement process. Although we cannot write your RFP, we can:

  • Meet early to discuss your project objectives, strategies for procurement and desired QEP qualifications
  • Provide RFP templates and examples
  • Review your draft RFP, attachments, and related documents
  • Suggest QEP scoring criteria and selection procedures

If you are interested in learning more or getting started,  follow the steps below!

Let's get the conversation started by setting up a meeting to discuss your project! Email us at uconn-tab@uconn.edu with your availability and the following:

  • Your complete EPA Brownfield Grant Application
  • Your Cooperative Agreement, if available
  • Relevant project reports, conceptual site redevelopment plans, and related documents. For a Brownfield Assessment Grant, these may include previous site assessment reports, brownfield inventories, and local or regional master plans that address the project.  For a Brownfield Cleanup Project, these documents should include previous site investigation reports, hazardous materials assessment reports, draft ABCA, Site Cleanup/Remedial Action Plans and/or cleanup cost estimates.
  • Your organization’s written procurement policies and procedures
  • Previous RFPs/RFQs for QEP services issued by your organization (if any)

 

♦♦♦♦♦

As a recipient of a Brownfield Grant, one of your organization’s most important tasks is competitively procuring a Qualified Environmental Professional or QEP.  Your QEP will be responsible for performing many of the services in connection with your EPA Brownfield Grant, and in helping your organization comply with the terms of your Cooperative Agreement.  As a result, attracting and procuring the right QEP is the single most important factor in determining the success of your brownfield projects.

UConn TAB can help you with procurement, but we work as part of a team. Your other team members must include:

  • Your in-house procurement specialist, purchasing agent, and contracting officer
  • Your EPA Project Officer – who will clarify the terms & conditions of your CA, explain EPA procedures, and direct you to additional resources
  • State Environmental Agency Staff – who can help you understand your project’s technical and regulatory objectives and ensure your procurement helps achieve these objectives
  • Regional leaders in brownfields – particularly those who have successfully administered other brownfield grants

Once you meet with us, we will provide you and your team with templates, examples, and other UConn TAB developed resources to help you formulate your draft!

♦♦♦♦♦

Procurement Resources Navigation

Procurement is a team effort and no single resource (including UConn TAB) can provide you with all the information you need to make for a successful procurement. We recommend you ask for help from the resources listed below.

♦♦♦♦♦

Submit your RFP draft at the link below as word document(250mb max).You will receive your RFP review approximately one week after your submission.

The UConn TAB team can provide reviews of your draft RFP that will include

  • Identifying important information that may be missing
  • Discrepancies between the draft RFP and the grant terms and conditions
  • Potential conflicts that may conflict with EPA procurement guidance and other applicable requirements of the EPA brownfield grant
  • Suggested edits to clarify the scope of work, attract qualified bidders to your project, standardize information to ensure you will be able to perform apples-to-apples comparisons of fees, and maximize the value of the grant
  • Suggested resources that may help improve technical aspects of the RFP

Reviews will be provided in a written format, as an annotated document of your submitted text. You may also schedule a follow-up call with the team member to walk you through the comments.

♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦

Internal Resources

ο Your Organization’s Purchasing Department and Other Experts

EPA recommends you consult your in-house purchasing experts. Although brownfield grants have unique features, many requirements of your grant are universal to federally-funded projects. Your organization may already have standard policies and systems in place that will make your procurement process easier and compliant with many applicable rules and regulations.

If you do not have in-house procurement experts, many regional planning and economic development agencies have experience procuring services under brownfield grants, and some non-profit organizations specialize in helping other non-profits.

ο Your Cooperative Agreement’s Terms & Conditions

Your procurement of services must comply with the Terms & Conditions of your grant. Furthermore, the QEP you hire must be aware of your Terms & Conditions because the QEP will be responsible for helping you to comply. Before you start your RFP, carefully review your grant’s entire Terms & Conditions and create a checklist of items to guide your writing.
ο Legal Advisors and Contracting Experts

A review of the RFP by your legal experts can help avoid issues and ensure a smooth transition from the RFP to the ultimate contract with your QEP.

Ask previous grant recipients in your region if they can recommend a mentor who can guide you through the procurement process.  Many grant recipients are happy to share the knowledge they have gained from experience.

ο Seeking Professional Assistance

You may wish to seek help from an environmental professional when writing an RFP, which may be an excellent approach.  Just be aware that any environmental professionals who provide such assistance are unable to offer a proposal on the project, as they would be viewed as having an unfair advantage that would violate fair and open competition requirements.
♦♦♦♦♦

Federal Rules and Regulations

In addition to the Terms & Conditions, all federal grants must comply with the Uniform Grant Guidance.  Don’t be misled by the term “Guidance;” these are regulations and failure to comply can result in penalties.  Not only must your organization comply, but these regulations also flow down to each of your contractors. Therefore, it is important that your RFP makes this known to all proposers.

Procurement standards are found in the Code of Federal Regulations (CFR), specifically at 2 CFR Part 200.317 through Part 200.327.

Federal Procurement Standards 2 CFR Part 200

Additional standards apply to administrative requirements, cost principles, and audit requirements. These federal rules are found in 2 CFR Part 1500.  Pay particular attention to the provisions that have been supplemented by the EPA and that apply specifically to brownfield grants.

Federal Uniform Administrative Requirements 2 CFR Part 1500

♦♦♦♦♦

State Environmental Agencies

Your state’s environmental agency personnel can help you understand the regulatory and technical issues that must be addressed by your project.  Start by contacting your state brownfield coordinators who may be able to direct you to additional staff or other resources that are ideal for your project. They also may offer to help review your draft RFP.

♦♦♦♦♦

EPA Resources

  • EPA FAQ

EPA’s FAQ page is a valuable resource for those seeking a grant, as well as for those who have already received a grant and are planning procurement. The FAQs fill many pages, but the list is indexed.  It is easy to find answers to many questions by keyword searches.

EPA Brownfield Grant FAQs FY2025

  • EPA Project Officers

EPA wants your project to succeed and your EPA project officers are here to help. Reach out to them with any questions, and ask them to review your draft RFP.

  • EPA Guidance and Best Practices

EPA Brownfield Grants: Guidance on Competitively Procuring a Contractor

EPA Best Practices Guide for Procuring Services Under EPA Assistance Agreements

♦♦♦♦♦

Others

  • RFP Examples

Reviewing examples of other RFPs can be helpful, but be careful.  RFPs for other projects may have information that would not apply to your project, because the scope of the projects and applicable regulations are different. Also note that there is no guarantee that an RFP you find online is a good one.

  • Webinars On Procurement of QEP Services

These excellent webinars were delivered to the West Virginia University TAB Program.  They provide detailed instructions, practical advice, and recommendations for other sources of information.

How to Ask for & Get What You Need (Part 1)

How to Ask for & Get What You Need (Part 2)

♦♦♦♦♦